CALL FOR TENDER
Provision of Expanded Event Management Services
Nordic Days Festival in Yerevan, Armenia
1. Contracting Authority
The embassy of Denmark to Armenia, based in Tbilisi (hereinafter referred to as the Contracting Authority), invites qualified and experienced event management organizations to submit tenders for the provision of expanded event management services for the Nordic Days Festival.
2. Background
The Nordic Days Festival was held for the first time in Tbilisi in 2023. In June 12-14, 2026 it will be held for the first time in Yerevan, Armenia. The festival is a cultural, dialogue, and outreach platform designed to showcase Nordic culture and promote core Nordic values, including democracy, social sustainability, gender equality, climate-conscious policies, the green transition, and a sustainable circular economy.
The Festival aims to strengthen awareness of the Nordic countries and their values, promote Armenian–Nordic dialogue, and support the establishment of sustainable partnerships and long-term cooperation.
3. Objectives
The objectives of the Festival are to:
- Strengthen the visibility and understanding of Nordic countries and Nordic values
- Promote dialogue and exchange between Armenia and the Nordic region
- Support sustainable cooperation, partnerships, and development
4. Scope of the Contract
The Contracting Authority intends to award a service contract to one event management organization responsible for the comprehensive planning, coordination, implementation, financial administration, and reporting of the Nordic Days Festival.
The Contractor shall deliver the services in accordance with the Nordic Council of Ministers’ principles of value for money, sustainability, transparency, equal treatment, and accountability.
4.1 Financial and Administrative Management
- In close cooperation with the embassy of Denmark to Armenia provide budget planning, monitoring, and cost control
- Contracting and management of sub-contractors and service providers
- Processing of payments in accordance with NCM financial rules
- Provide financial and narrative reporting in English including translation of all financial supporting documentation
4.2 Concept and Design Management
- Development of an overarching Festival concept for Armenia aligned with Nordic values
- Design coordination and implementation across all events and platforms
4.3 Event Management
- Identification of local cultural partners and scoping for the use of venues free of charge
- Identification, procurement, and management of service providers
- Logistical planning and on-site coordination of all Festival events
4.4 Media and Communications Management
- Planning and implementation of media and communication activities for TV broadcasting, advertising and online promotion
- Coordination of press, social media, and public outreach
5. Description of Services by Event
The Festival will include the following events (subject to revision). Tenderers must demonstrate capacity to deliver at least the minimum services outlined below. Events are specified along the choice of the venue.
5.1 Round Table Discussion: Armenian Students and Nordic Ambassadors
- Identification of relevant Armenian students and organizations
- Coordination with Nordic ambassadors regarding participation
- Development of discussion formats and guiding questions
5.2 Nordic Film Festival
- Identification of films in cooperation with Nordic embassies
- Management of licensing, transport, customs clearance, translation of subtitles and screening logistics
5.3 Literature Event
- Coordination of Nordic authors in cooperation with embassies
- Booking of hotels and flight tickets
- Organization of thematic panels in cooperation with local cultural partner
- Arrangement of media interviews, including podcasts and digital media
5.4 Exhibitions
- Printing and/or transportation of exhibitions of different scales
- Setting up exhibition and translation of exhibition text from English to Armenian
- Identification of venues for showcasing already existing exhibitions reflecting Nordic themes, including:
- Green solutions, water, and energy
- Circular economy and waste management
- Sustainable fashion and design
- Wood-based innovation
- Cultural themes
(Themes subject to revision)
5.5 Nordic–Armenian Round Table Discussions, talks or keynotes (to be developed)
- Organization of discussions on themes such as:
- Urban planning and architecture, sustainable living
- Women’s economic empowerment
- Sustainable use of nature and natural resources, respecting biodiversity
- Social inclusion and democracy as part of comprehensive security
5.6 Street Art Mural Competition
- Development and implementation of a Nordic-themed street art mural competition
5.7 Kid’s Outreach Activities
- Development and coordination of children’s activities, including reading, coloring, and face painting
5.8 Nordic Lifestyle and Wellbeing Concepts
- Presentation of Nordic concepts such as Hygge, Fika, and Kos
- Organize Nordic pop-up restaurant, Nordic food workshop or food presentation together with relevant local partner or similar
6. Cross-Cutting Requirements
For all services and events, the Contractor shall:
- Identify venues, ensuring accessibility and sustainability considerations
- Apply transparent and competitive procurement procedures for sub-contractors
- Ensure full documentation of costs and regular financial reporting in English
- Conduct all formal communication and reporting in English
- Coordinate closely with the embassy of Denmark to Armenia;
- Plan and implement all media activities, including social media, radio, television, podcasts, and press coordination
- Provide simultaneous interpretation from English into Armenian at all events
- Arrange catering services with attention to sustainability and inclusiveness
7. Sustainability and Ethical Standards
In line with Nordic Council of Ministers policies, the Contractor shall:
- Integrate environmental sustainability and climate-conscious solutions in all activities
- Promote inclusivity, gender equality, and non-discrimination
- Avoid conflicts of interest and adhere to anti-corruption standards
- Comply with applicable data protection and safeguarding requirements
8. Eligibility Criteria
Tenderers must:
- Be a legally registered entity
- Have a minimum of three (3) years of documented experience in event management
- Demonstrate experience with international, cultural, or multi-stakeholder events
- Demonstrate adequate financial and operational capacity
- Declare absence of conflicts of interest
9. Submission Requirements
Tenderers shall submit:
- A technical proposal outlining methodology, work plan, and team composition
- A financial proposal with a detailed and transparent budget
- Company profile and relevant references
- Proof of legal registration and eligibility
10. Evaluation Criteria
Tenders will be evaluated according to the following criteria:
- Technical quality and methodology (40%)
- Relevant experience and references (30%)
- Financial proposal and value for money (30%)
11. Indicative Timeline
- Publication of tender: January 27, 2026
- Deadline for submission of questions: February 10, 2026
- Submission deadline: February 15, 2026
- Expected contract award: March 1, 2026
12. Reservations
The Contracting Authority reserves the right to accept or reject any tender, to annul the procurement procedure, or to award the contract in part or in full, without incurring any liability.
13. Questions
Any questions related to the tender can be directed to the Danish embassy to Armenia based in Tbilisi at [email protected].